The Communication Gap: Why Teams Struggle and How to Fix It

Many workplace challenges—missed deadlines, disengagement, and conflict—stem from communication breakdowns. Managers often attempt quick fixes, such as more meetings or email reminders, without addressing the root causes. These efforts may create short-term improvements but often fail to resolve underlying issues.

Without effective communication, teams struggle to collaborate, misunderstand expectations, and fail to align on goals. This article explores common communication gaps, why they persist, and how to close them through targeted training.

"The single biggest problem in communication is the illusion that it has taken place."
- George Bernard Shaw

Identifying Communication Gaps 

A communication gap occurs when there's a disconnect between the intended message and how it's received. To effectively address communication issues, begin by looking at their source. Here’s how to get started:

1. Look at interactions. How do team members engage and collaborate during meetings? Do you see signs of confusion, repeated questions, or anyone not contributing to discussions? These behaviors could indicate an underlying communication issue.
   
   
2. Listen for feedback. Ideally, one-on-one and team meetings should include lively discussions that help everyone do their best work. If back-and-forth discussions aren’t happening, it could mean team members are afraid to speak up. Or, they might feel like what they say won’t change anything because their feedback has been ignored in the past.
   
   
3. Watch for workflow disruptions. Have projects stalled, or has work quality declined? If so, dig deeper and look for patterns in behavior that could signal whether miscommunication or lack of information is the cause.
   
   
4. Evaluate meetings. Do meetings lack structure and end without clear action items? If discussions don’t lead to clear next steps, meetings can feel like a waste of time instead of a valuable way to collaborate.
   
   
5. Assess communication channels. What tools does your team use for communication? Are there better ways to communicate with you or with each other? Make sure the communication channel matches the need.

Exploring Common Communication Issues

Now that you know how to identify communication gaps in your team, let’s explore some of the most common reasons for communication breakdowns.

Inconsistencies and Lack of Clarity

Unclear expectations, inconsistent processes, and mismatched communication styles can lead to misunderstandings that hurt team performance. When roles, responsibilities, and objectives are unclear, people may waste time trying to figure out their tasks. Poor communication can lead to stress, delays, and frustration. For example, if a project’s goals are unclear, team members might interpret them differently, causing wasted effort or missed deadlines.

One-Way Communication

Managers may communicate to their teams without encouraging a two-way discussion. This approach can lead to assumptions and a lack of shared understanding. Team members should feel encouraged to provide feedback and ask for clarification. For example, suppose a manager provides extensive instructions without pausing for questions. In that case, team members may hesitate to clarify details—leading to a gap between what the manager expects and what gets done.

Fear of Speaking Up

A lack of psychological safety can prevent team members from sharing concerns or ideas, suppressing innovation and problem-solving. Critical feedback and valuable suggestions remain unsaid in workplaces where people fear judgment or retaliation. This fear can create an environment where people disengage and follow orders instead of sharing their ideas. For example, a new team member might notice a problem but stay silent to avoid challenging senior colleagues.

Overreliance on Digital Communication

Text-based digital communication can be misunderstood because it lacks tone and nonverbal cues. Facial expressions and body language are essential for expressing emotions and nuances. Emails, Slack messages, and other written communications are often misread, leading to unintended conflicts. Over-reliance on digital communication also reduces face-to-face interactions, which are essential for building rapport and trust among team members. 

Fixing Team Communication Gaps Through Training

Investing in communication skills training can lead to long-term improvements in team dynamics. Here are some ways you can help your team close communication gaps:

Coach Teams to Communicate Clearly

• Model skills. Show the behavior you want to see by actively listening, asking open-ended questions, and providing constructive feedback. This practice sets a strong example for your team and encourages them to adopt similar behaviors. 
  
  
• Teach active listening. Encourage team members to paraphrase, ask clarifying questions, and confirm understandings to prevent miscommunications. These can be fun and engaging learning opportunities for your team.
  
  
• Role-play common scenarios. Use role-playing exercises to practice different communication techniques, like active listening. This hands-on approach allows team members to apply new skills in a safe environment, receive feedback, and refine their techniques before applying them in real situations.
  
  
• Encourage clear communication. Show team members how to focus on essential information. Overly complex messages can lead to confusion. Clear and concise communication saves time and increases understanding. Learning to communicate clearly takes practice.

TIP: Set the right tone. See Modeling Good Communication Skills for more ideas. 

Teach Teams About Different Communication Styles

• Use assessment tools. Explore personality and work style assessments with your team. Look at tools like the MBTI to provide insights into how each team member communicates best. These tools highlight strengths and areas for improvement, making it easier to tailor communication approaches and increase collaboration. The results of these assessments can also help you tailor your training to meet your team's needs.
  
  
• Discuss individual preferences. Team members are likely to have diverse communication styles. Some may like structured meetings, while others prefer written updates. Use simple tools like interactive exercises or surveys to help your team identify and share their communication preferences. Learning about different styles increases awareness and adaptability.
  
  
• Be flexible. Interactive workshops that combine teaching, group discussions, and hands-on activities can help your team understand communication styles and how to respond to different audiences. Use tools that align best with your team’s strengths.

TIP: Use real team challenges as case studies. Apply training concepts to actual team issues to provide practical experience.

Build skills and practices that foster psychological safety

• Create a safe environment. Implement strategies like anonymous feedback and show your vulnerability to foster openness. Reinforce these strategies with training sessions focused on topics like cultural competence to help team members recognize and value differences.
  
  
• Schedule regular check-ins. Meet regularly to increase open dialogue and hold team members accountable. Encourage team members to lead discussions to reinforce skills and best practices.
  
  
• Emphasize trust and empathy. Highlight the importance of trust, empathy, and respect in all communication to build stronger team connections. Introduce training that includes scenario-based role playing and active listening exercises. 
  
  
• Encourage constructive feedback. Offer training on how to deliver and receive feedback effectively. A little training goes a long way toward establishing a culture where feedback is viewed as an opportunity for growth rather than criticism.

TIP: Explore more training ideas. Check out our article 6 Training Topics (& Tips!) for Better Workplace Communication for more suggestions!

Make Learning a Habit!

There are a lot of ways to make learning a habit for your team. You could encourage team members to conduct workshops on topics they’re passionate about. They don’t have to be work-related. In person or online workshops are a great way to foster good communication, make learning fun, and help your team bond.

And, whether it’s a fun workshop or a skill-building tutorial, an online platform like Niche Academy makes it easy to fit learning into busy work days and conflicting schedules. A subscription to our platform also includes access to hundreds of expertly crafted tutorials on topics like communication, productivity, and more—saving you the time and effort of developing the training yourself.

Start a free trial today to see how easily you can make learning a habit for your team.